Recording payments manually

Overview

Not every payment runs through a payment provider: bank transfers, cash payments or direct PayPal payments are recorded manually in Kyvento in just a few clicks – including partial payments.

Recording a payment

Open the invoice and click "Record payment":

• Amount – prefilled with the outstanding balance, freely editable for partial payments
• Date – the actual incoming payment (prefilled with today)
• Payment method – bank transfer (default), cash, PayPal, credit card, SEPA direct debit, invoice or other
• Reference – optional, e.g. the payment reference from the bank statement

Partial payment and overpayment

• An amount below the outstanding balance sets the invoice to "Partially paid" – the remaining amount stays due and continues normally (including dunning).
• A full payment sets the invoice to "Paid" and stops all reminders.
• Kyvento deliberately rejects overpayments – this protects against typos. Genuine overpayments are recorded as customer credit ("Top up credit" on the customer) and offset against future invoices.

Distinction: "Collect payment"

The neighboring button "Collect payment" is the opposite: it actively charges the customer's stored payment method via the payment provider. For money that has already come in, always use "Record payment" – the dialog itself points this out for safety. If the bank requires confirmation (SCA) during collection, the customer automatically receives an email with a secure payment link.

Offsetting customer credit

Kyvento offsets existing credit against automatically generated subscription invoices by default (can be turned off in the account settings). For manual invoices, you decide per document via the "Apply customer credit" toggle in the invoice editor – with an offsetting preview based on the "oldest first" principle.

Next steps

• What happens when a payment doesn't arrive – see "Failed payments: smart retry"
• Corrections and refunds – see "Credit notes and cancellations"